Trade Services Payables Supervisor & Office Support

Ready for a challenge?

Can you bring order to a flood of invoices? Do you spot a duplicate or a price variance from a mile away? At Beacon Mechanical Services, we need a payables expert who thrives in a high-volume commercial service environment and enjoys keeping an office running smoothly.

What success looks like

• Every invoice coded correctly, matched to POs/receipts/jobs, and queued for timely payment.
• Vendor statements fully reconciled—missing credits found, discrepancies resolved.
• AP aging current, with outstanding items addressed promptly and documented.
• Digital records pristine and searchable; payment runs prepared with confidence.
• Vendors and internal teams informed, aligned, and satisfied.

Your core responsibilities

• Own day-to-day accounts payable operations.
• Review, organize, code, and process vendor invoices accurately.
• Verify invoices against purchase orders, receipts, job data, and required approvals.
• Detect duplicates, pricing issues, missing documentation, and billing errors.
• Reconcile vendor statements; research missing invoices, credits, and payments.
• Maintain AP aging and ensure swift resolution of open items.
• Prepare invoices and support for scheduled payment runs.
• Track vendor credits, returns, deposits, and account balances.
• Maintain organized digital AP records and vendor files.
• Coordinate with vendors and internal teams to resolve outstanding issues.
• Assist with vendor setup, month-end reconciliation, and AP reporting.
• Continuously improve AP processes, documentation, and internal controls.
• Provide general office and administrative support as needed.

What you bring

• 3+ years of direct AP experience in a high-volume organization.
• Comfort managing large volumes of invoices and vendor accounts independently.
• Expertise in AP workflows, coding, reconciliations, and payment processing.
• Experience with multiple departments, entities, locations, or job-costed expenses (preferred).
• Background in construction, mechanical, HVAC, plumbing, electrical, or facilities (preferred).
• Precision, documentation discipline, and relentless follow-through.
• Strong organization and ability to manage competing deadlines.
• Professional communication with vendors and internal management.
• Proficiency with spreadsheets, Google Workspace, and accounting/ERP systems.
• Bonus points for QuickBooks, NetSuite, ServiceTitan, or similar experience.
• Strict confidentiality with financial information.

Benefits

• Health Insurance
• Vacation Time

Proficiency targets

• Bookkeeping
• Accounts Payable (AP)